Float Reception Office Services Assistant

DMH Stallard is an award winning South East law Legal 100 firm with offices in London Brighton Gatwick Guilford Horsham and Hassocks. DMH Stallard has grown rapidly since it was established in 1970 and has a headcount of approx 380. Our firm provides a comprehensive range of commercial dispute resolution and litigation employment cyber security and cybercrime corporate intellectual property real estate and technology media and telecoms advice to both businesses and clients our people and our professional networks are the keys to our success.

Our Office Services Team handle all practical business needs fromdealing with incoming and outgoingpost to car parking office supplies health and safety and office receptions.

Job Purpose

• To provide reception and office services cover across the firms offices (currently in Brighton Horsham Crawley Guildford and London) covering (but not limited to) reception telephony and office services duties and limited IT & Accounts support.
• To provide a professional front of house service to the designated office ensuring that agreed standards of client care are adhered to.
• To provide an effective and efficient service to the designated office including administrative and basic IT support.
• To cover Reception/Switchboard/Office Services/Records Management duties as & when required.

Responsibilities and Duties:

Reception

• Meeting and greeting visitors (including the signing in of contractors).
• Making and providing refreshments for client meetings and visitors. Assisting with the provision of lunches and beverages for client events.
• Setting up meeting rooms for training and meetings including arranging the furniture setting up computers/laptops conference phones video conferencing and AV equipment.
• Ensuring team colleagues are kept up to date via clear notes in appointments and/or other communications.
• Assisting guests with wireless connection etc when needed.
• Booking meeting rooms/hot desks and maintaining reception diary.
• Booking and logging couriers and taxis.
• Assisting with inductions/health and safety tours. Being office fire monitor. Being a first aider. Training provided if necessary.
• Assisting with inhouse events including liaising with event organiser / restaurant booking food dealing with menus & dietary needs and event responsibilities.
• Positively contributing to an effective client focused team and a continually improving service.
• Dedicated switchboard role when rostered.

Office Services

• Sorting scanning and distributing incoming and outgoing post. Arranging couriers.
• To carry out post runs.
• To carry out various manual handling duties e.g. files boxes furniture & ad hoc items.
• Undertaking photocopying for all feeearning groups as and when required. This will also include faxing binding scanning printing and sorting documents.
• Maintaining and up keeping the meeting rooms kitchen and hot desks with the appropriate stationery/supplies including keeping the areas clean and tidy this will also include the need to regularly clean common touch points in the offices and other areas as required.
• Ordering of supplies and stationery from relevant companies (if required).
• Work with the IT support persons as required. Assist Accounts as and when required.
• Assisting with Health & Safety matters to ensure we meet our H&S requirements policies & procedures. Supporting with DSE assessments across the offices.
• To assist in the monitoring & policing of the standards of cleaning of the premises taking corrective / proactive action as appropriate.
• To assist with the building checks identifying maintenance issues in conjunction with the Office Manager.
• To undertake such duties that are consistent with the job description as assigned by the Office Manager Office Operations Manager or Head of Office Operations.

Records Management

• Assisting with the archiving/retrieval of records in accordance with firm procedures which includes liaising with other offices and external archive storage sites for file deeds and wills archiving and retrieval.
• Accurately maintaining the firms records management databases.

MEASURES OF PERFORMANCE

• Feedback from feeearning and support groups on quality of work or that gathered by the Office Manager.
• Satisfactory completion of agreed tasks set by the Office Manager or Head of Office Operations including but not limited to those in this job description.
• Provision of a Right First Time service to all our clients (internal and external).
• Achievement of Group Business Plan and budget.

Knowledge Skills and Experience Required:

• Previous reception experience preferred.
• Experience in an office services and facilities role preferred.
• Excellent telephone manner.
• Effective communication skills both over the phone and in person.
• Flexible in approach to work and hours worked required.
• Competent in using Microsoft Office including Word Excel and Outlook.
• Able to solve problems considering the needs of the business.
• Effective team working skills.
• Accuracy and attention to detail.
• Comfortable with IT setting up laptops & smartphones WiFi access AV equipment etc. (or willingness to be trained).
• Ability & willingness to travel to all offices meeting the required start & finish times.

Hours of work

40 hours a week shift pattern to be agreed but varying depending on the office and person being covered with an hour for lunch. You may be required to amend your hours due to operational requirements.

Benefits:

• 25 days holiday (of which 3.5 are taken during the Christmas period) plus Birthday holiday plus Bank Holidays.
• Life Assurance
• Private Healthcare
• Employee Assistance Programme
• Sodexo Discounts
• Pension Scheme
• Interest free season ticket loans
• Cycle to work scheme
• Discounts on Legal work